Delegating Event Roles

Every event is different, and not all events need a large committee or to fill all of these roles. These are all suggestions and only a brief description of the role. You may want to create your own roles and responsibilities for your event.

What is important is that the committee members establish and agree on position descriptions early in the process to ensure that all tasks are taken care of, and that duplications of effort are avoided. If you find that your event is so simple that you don’t need a committee, consider involving Girl Scouts-this would be a perfect event for them to start out with!

Event Planner(s)

Event First Aider(s)

  • Take on event first aider duties and share duties if there are co-event first aiders.
  • Must be a registered Girl Scout adult with approved background check on file.
  • Hold current CPR and first aid certification.
  • Complete GSNorCal Girl Scout First Aider course on gsLearn.
  • Develop a safety plan for managing emergencies during event.
  • Review the GSNorCal Health & Safety Plan and establish site safety and security for event.
  • Should not hold other responsibilities during event (ideally).
  • Administer first aid to Girl Scouts and adults during event.
  • Recognize when a health emergency needs additional medical attention.
  • Maintain supplies for the first aid kit and station and maintain health log for event.

Event Registrar

  • Must be a registered Girl Scout adult with approved background check on file.
  • Develop registration form(s) for Girl Scouts and adults.
  • Manage pre-registration and on-site registration.
  • Send confirmations to participants.
  • Work with service unit treasurer to manage and deposit registration money in a timely manner.

Event Treasurer

  • Can be different than the service unit treasurer.
  • Must be a registered Girl Scout adult with approved background check on file.
  • Maintain financial records and share with the service unit treasurer.
  • Monitor budget for event.
  • Turn over any remaining balance at end of event to the service unit in a timely manner.

NOTE: Girl Scouts may not be signers on bank accounts (to protect them from liability) but can keep track of the funds.

Sibling Babysitter

  • Watch children during the event so parents can get involved.

Event Program Coordinator

  • Provide workshops or activities at the event.
  • Train older Girl Scouts to provide program activities.
  • Follow guidelines necessary for high adventure activities.

NOTE: Some events have activities requiring an adult with additional certification. For example, you may need a lifeguard or archery instructor.

Publicity Manager

  • Work with event registrar to prepare flyers and preregistration forms and materials.
  • Distribute flyers and registration materials.
  • Promote the event through social media and other means as appropriate.

Food Coordinator

  • Handle arrangements for food for the event including purchasing food, supplies, and/or equipment as needed.
  • Work with the registrar and the first aider to ensure food allergies are considered.
  • Ensure that meals or snacks are healthy, nutritious and handled correctly.
  • Supervise meal preparation and clean up.
  • Investigate and ensure that food preparation regulations are followed.

NOTE: It may be necessary to have a person who holds a Food Handler’s License in order to serve food at your event.

Equipment Manager

  • Obtain necessary equipment.
  • Establish procedures for check-out of needed equipment.
  • Return equipment as necessary after event.

Logistics Manager

  • Handle necessary signage at the event.
  • Establish and communicate parking information to all adult participants.
  • Establish system for distributing and delivering supplies.
  • Supervise and coordinate parking attendants and event clean up.

Photographer

  • Take pictures at event (and perhaps of event preparation).
  • Ensure that photos are not taken of girls or adults where permission has not been granted.

Emergency Telephone Coordinator

  • Stay at home to relay messages to event.
  • Follow service unit and council crisis management procedures.

Ceremonies Coordinator

  • Coordinate opening and closing ceremonies or other event ceremonies, as appropriate.
  • Acknowledge Girl Scout and adult committee members for their efforts.

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